Administrative Assistant II

About the role

Provide office support to the Kroc Center Associate Administrator. During the Christmas season, assist with all Christmas activities and programs. May also train and supervise other temporary/seasonal clerical staff during peak programming seasons, such as Christmas.

Responsibilities

• Answer and direct calls to appropriate parties or take detailed messages.
• Return phone messages or make phone calls on behalf of the Kroc Center Administrator.
• Greet and assist visitors and guests; provide information or refer them to other areas of the Kroc Center.
• Assist in client service during seasonal activities, including daily setup and clean-up of the space.
• Transport, unpack, and organize seasonal donations for distribution.
• Maintain the accuracy and organization of client intake data using Excel, Word, Access, and PowerPoint.
• Perform general office duties such as printing signs, laminating, ordering supplies, and assisting with various tasks.
• Assist in the setup and breakdown of seasonal staff events and other seasonal events.
• Maintain up-to-date knowledge of all programs and activities in the Center and relevant local community programs.
• File and retrieve documents, records, and reports; create filing systems to maintain organized information.
• Open, sort, and distribute mail; receive and store Amazon packages as needed.
• Prepare correspondence, reports, memos, letters, and other documents using Microsoft Office applications.
• Conduct research and compile data as requested.
• Maintain and update contact information in a digital medium for board members, committee members, and clients.
• Assist in surveying clients as a follow-up strategy for post-seasonal distribution.
• Monitor, place orders, and restock office supplies for the Administration department.
• Input receipts and vouchers into the accounting system.
• Perform other duties within the scope of the role as assigned by supervisors.

Qualifications

• High School degree or equivalent.
• Three to five years of work experience in an administrative office setting.
• Ability to recognize and maintain confidentiality and use discretion when sharing information.
• Excellent written and verbal communication skills.
• Demonstrable organizational skills with above-average attention to detail.
• Proficient in Microsoft Office applications (Word, Excel, Visio, PowerPoint, Teams).
• Ability to handle telephone calls professionally, communicate clearly, and take accurate messages.
• Ability to operate essential office equipment including computers, printers, copiers, and fax machines.
• Must understand and support The Salvation Army’s mission as a church and a social services organization.